These Guidelines apply to all vendors (“Vendor”) participating in JAPAN Fes Paris. They are the city-specific guidelines referred to in the JAPAN Fes Terms & Conditions(“T&C”).

Article 1 – Organizer Information

• Organizer (legal entity): Jforward Europe SAS

• Event Name: JAPAN Fes Paris

• Host City: Paris, France

Article 2 – Scope and Basic Rules

1. Scope: These Guidelines apply to JAPAN Fes Paris (the “Event”) and cover, in particular:

1. Booth setup, sales, and dismantling

2. Safety, hygiene, noise, and waste management

3. Promotion and PR

2. Order of precedence: If there is any conflict, the following order will apply:

1. Any individual written agreement

2. T&C ( JAPAN Fes Terms & Conditions(“T&C”)

3. These Paris Guidelines

4. On-site instructions
   Emergency safety instructions on site always take top priority while the emergency lasts.

3. Rain or shine: The Event is in principle held rain or shine. Vendors must prepare suitable equipment for normal weather variations, such as:

1. Tents

2. Waterproof covers

3. Weights / sandbags to secure structures against wind

4. On-site instructions:  For safety, crowd flow, weather or administrative reasons, the Organizer may change:

1. Booth locations

2. Setup methods

3. Vehicle entry / exit order and timing

4. Vendors must follow these instructions without objection.

Article 3 – Schedule

1. How the schedule is shared
   The detailed schedule for:

• Event opening and closing times

• Setup and dismantling

• Vehicle access and exit
  will be shared separately through:

• Official website

• Application form and information emails

• Vendor portal or other written notices

2. Vendor obligations
   Vendors must follow the latest schedule and on-site instructions communicated by the Organizer, including:

• Completing setup within the specified time

• Completing dismantling and leaving the site within the specified time

• Moving vehicles in and out quickly and only at the allowed times

Article 4 – Booth Specifications, Structures and Signage

1. Booth size

1. Standard booth size is 3m × 3m (9 m²).

2. Any change will be communicated by the Organizer in advance.

2. Tents and structures

1. Pop-up folding tents are recommended.

2. All tents must have a stable frame and be properly secured with sufficient weights (such as sandbags) at all four corners.

3. The Organizer may ask for proof of fire-retardant certification (e.g., NF standard).

3. Decoration and signage

1. Banner guideline: up to approx. 305 cm × 122 cm.

2. Vertical flags (nobori): pole height up to approx. 183 cm, total height from the ground under approx. 397 cm.

3. If the Japanese national flag is displayed, it must be placed above any commercial logos or branding.

4. For contest events, the Organizer may set specific limits on banner numbers and other decorations.

4. Vendor equipment and prohibited actions

1. As a rule, Vendors must bring their own:

1. Tent, tables, chairs

2. Signs and menus

3. Lighting and extension cords

2. The following are prohibited:

1. Drilling or bolting into the ground

2. Excessive use of tape or any permanent fixing to the venue

3. Unauthorized modification or branching of electrical lines

Article 5 – Vendor Eligibility and Products

1. Basic eligibility
   Vendors must offer products or services that:

1. Are directly related to Japanese culture, or

2. Are clearly inspired by Japan under a “Wayo Setchu” (Japanese–Western fusion) concept,
   where the Japanese influence is visually and conceptually clear.

2. Examples of prohibited items

1. Counterfeit, fake or imitation branded goods

2. Alcoholic beverages without written approval from the Organizer

3. Raw foods that pose hygiene risks (e.g., unheated fresh products)

4. Products that are clearly unrelated to Japanese culture, unless the Organizer has given written approval

3. Display requirements
   Vendors must clearly display:

1. Prices and currency

2. Whether prices include or exclude tax

3. Allergen information where applicable

4. Accepted payment methods (cash, card, etc.)
   in a way that is easy for customers to see.

Article 6 – Application, Review and Approval

1. Application

1. Vendors apply using the Organizer’s official application form or online system.

2. Vendors must submit their application at least 8 days before the Event date. Applications submitted later than 8 days before the Event may not be accepted.

3. Submitting an application does not guarantee participation.

2. Review
   The Organizer may, at its sole discretion, decide on:

1. Approval or rejection of the application

2. Changes to category (food/non-food, contest, etc.)

3. Adjustment of event dates or allocation
   Decisions may be made for reasons including product content, safety, venue layout, and overall event balance. The Organizer is not required to explain its reasons.

3. Confirmation of participation
   Participation is confirmed only when:

1. The Organizer has sent an approval notice, and

2. All required payments and documents have been received by the Organizer.

Article 7 – Required Documents

1. General rules

1. All documents must be valid on the Event date.

2. Deadlines and submission methods (in principle PDF) will be provided separately by the Organizer.

2. Food vendors (examples)

1. KBIS (issued within the last 3 months) or extract from the RNE (National Business Registry) for self-employed entrepreneurs

1. The card is mandatory for any individual or legal entity (companies, associations, self-employed entrepreneurs, etc.) that carries out a commercial or craft activity outside the municipality of their professional domicile. This includes sales at markets, halls, fairs, public roads, beaches, parking lots, or temporary events. 

2. Mobile commerce license (or equivalent)

1. Most mobile (itinerant) activities require a Mobile Vendor Card. However, there are a few exceptions. These include the following specific cases: 

1. People whose mobile activity takes place only at markets in the municipality where they live 

2. People whose mobile activity takes place only at markets in the municipality where the main establishment of their fixed business is located.

3. ID card or passport of the legal representative

4. Civil liability insurance (professional liability)

5. HACCP or equivalent food safety training certificate

3. Non-food vendors (examples)

1. KBIS (issued within the last 3 months) or extract from the RNE (National Business Registry) for self-employed entrepreneurs

2. Mobile commerce license

3. ID card or passport of the legal representative

4. Civil liability insurance

4. Additional information
   The Organizer may request additional documents at any time, such as:

1. Labels

2. Ingredient lists

3. Origin certificates
   Vendors must cooperate and provide such documents promptly.

Article 8 – Hygiene, Waste, Safety and Noise

1. Compliance with laws
   Vendors must comply with all relevant laws and regulations of France and the City of Paris, including:

1. Food hygiene rules (such as Arrêté Sanitaire)

2. Fire, gas and electrical safety rules

3. Noise and environmental regulations

2. Hygiene and cleanliness

1. Vendors must keep their booth and surrounding area clean at all times.

2. At dismantling, Vendors must return the space to its original condition (no leftover food, cartons, oil stains, etc.).

3. Waste management

1. As a rule, Vendors are responsible for collecting and removing all waste they generate.

2. Vendors may only use municipal or event bins if the Organizer or authorities specifically designate them for vendor use.

3. Waste oil must be absorbed with paper or similar materials, sealed, and disposed of off-site.

4. Vendors must not dispose of food, liquids, or grease on the road or into drains.

4. Gas, generators and fire extinguishers

1. Gas equipment must be certified for use in France and suitable for propane.

2. Booths using frying equipment (deep fryers, etc.) must have suitable fire extinguishers.

3. Generators must comply with Paris noise regulations (for example, outdoor generators should not exceed about 85 dB). Silent or low-noise generators should be used whenever possible.

5. Response to violations

1. If a Vendor’s actions cause pollution, danger, noise problems or similar issues, the Organizer may:

1. Issue corrective instructions

2. Temporarily stop the Vendor’s sales

3. Ask the Vendor to leave the event

2. Any administrative fines, emergency cleaning, safety measures or related costs may be charged to the Vendor.

3. A contractual penalty of €500 may apply per violation, as set out in these Guidelines and the Global Terms, in addition to the Organizer’s right to claim further damages and costs.

Article 9 – Operations, Queues and Crowd Flow

1. Operating during event hours

1. Vendors may not close or dismantle their booth before the official end of the event hours.

2. The booth must not be left unattended for a long period.

3. At least one staff member must be present at the booth at all times during opening hours.

2. Queues and flow

1. Customer lines should be kept in one main queue per booth.

2. Queues must not block walkways or the front of other booths.
   If congestion or safety risks appear likely, the Organizer may instruct Vendors to adjust queues or temporarily stop sales.

3. Sharing and subletting

1. Vendors may not share, sublet or lend their booth, or allow another brand to use the booth space, without prior written consent from the Organizer.

4. Sound equipment

1. Use of speakers, music systems, microphones or similar devices is in principle not allowed.

2. If the Organizer gives written permission, the Vendor must strictly follow the Organizer’s instructions regarding volume, direction and timing.

Article 10 – Sales Reporting

1. Reporting obligation
   Within 3 days after the Event, Vendors should submit the following to the Organizer:

1. POS sales data (net of tax) in PDF, JPEG or screenshot format

2. A summary of cash sales (net of tax) in Excel or written form
   The Organizer will provide details on the format and submission method.

2. Changes to products

1. Any changes to products, prices or categories must be approved by the Organizer in advance.

3. If reports are not submitted

1. If a Vendor does not submit sales reports, the Organizer may apply measures defined in the Global Terms and/or other policies, including:

1. Restrictions on future participation

2. Estimated billing based on past sales or other reasonable methods

3. Withholding or adjustment of any settlement

Article 11 – Participation Fees, Commission and Deposit

1. Fee structure
   Participation fees are as follows (tax will be charged on top of these amounts):

1.  Food vendors

1. Standard: €500 + 8% of sales

2. Returning vendors (with past participation): €400 + 8% of sales

3. Vendors who commit to participation 20 days or more in advance: €350 + 8% of sales

2. Non-food vendors

1. Standard: €300 + 8% of sales

2. Returning vendors: €250 + 8% of sales

3. Vendors who commit to participation 20 days or more in advance: €200 + 8% of sales

3. Promotion booths (PR only)

1. For exhibitors who conduct promotion only, without on-site sales

2. Participation fee: €200 (no discount)

2. Deposit

1. A deposit of €100 must be paid in advance.

2. The deposit will be deducted from the total participation fee.

3. The deposit invoice must be paid within 3 business days after it is issued.

3. Payment and card information

1. The Vendor must pay all participation fees, commissions, rental fees and any other charges by the deadline and using the method stated on the Organizer’s invoices.

2. The Organizer may request valid credit card information from the Vendor for payment processing.

3. The Vendor may only provide credit card information for cards that it is authorized to use.

4. Non-payment or missing card information

1. If the Vendor fails to make payment by the due date or fails to provide valid credit card information requested by the Organizer,
   the Organizer may, at its sole discretion, cancel the Vendor’s participation in the Event without any obligation to refund any amounts already paid.

5. Safety / hygiene violations

1. If the Vendor violates safety, fire or hygiene rules set out in these Guidelines, the Global Terms or applicable regulations,
   the Organizer may charge a contractual penalty of €500 per violation, in addition to any extra damages and costs suffered by the Organizer.

Article 12 – Cancellation Policy and Event Cancellation

1. Cancellations – vendors within the host country

1. Vendors participating from within the host country are not allowed to cancel for their own reasons.

2. In case of such cancellation, the deposit is non-refundable.

3. If the Vendor cancels on the day of the Event, a penalty of €500 will be charged.

2. Cancellations – vendors from Japan or outside the host country

1. After participation is confirmed, 10% of the total participation fee is non-refundable as an administration fee.

2. Subject to the above, refunds are as follows (bank transfer fees and related costs are borne by the Vendor):

1. 61 days or more before the Event: 90% refund

2. 31–60 days before the Event: 50% refund

3. Less than 30 days before the Event: no refund

3. Rental equipment

1. If the Vendor cancels rental equipment:

1. 7 days or more before the Event: 100% refund

2. 6 days to the day before the Event: no refund

4. Event cancellation by authorities or for safety reasons

1. The Organizer may cancel the Event based on government orders, safety concerns or similar reasons.

2. In such cases, participation fees will be refunded in accordance with policies decided by the Organizer for that Event.

5. Weather-related cancellations by Vendor

1. If a Vendor cancels only because of rain or light bad weather, no refund will be given.

Article 13 – Insurance and Liability

1. Insurance

1. Vendors must obtain and maintain appropriate business liability insurance in accordance with French law and the nature of their activities at the Event.

2. Vendors must provide proof of insurance upon request by the Organizer.

3. The required insurance types and minimum coverage amounts are defined by the Global Terms and any instructions from the Organizer.

2. Liability for damages

1. If any act or omission of the Vendor, its staff, contractors or visitors causes damage to the Organizer, the venue, other vendors or visitors,
   the Vendor must compensate for such damages in accordance with the Global Terms.

Article 14 – Commissary Kitchen Guidelines (for applicable vendors only)

1. For Vendors using a shared commercial kitchen arranged by the Organizer:Cleaning: Return all areas to the same clean condition as before use.

2. Protective gear: Use rubber gloves, hats and suitable closed shoes. Sandals are not allowed.

3. Clothing: Avoid exposed skin and body hair; clothing must be hygienic and safe.

4. Safety first: Prevent injuries and accidents as a top priority.

5. Storage: Store items at least 6 inches (approx. 15.24 cm) above the floor.

6. Instructions: Follow all additional instructions inside the kitchen.

7. Food management: Label all items with date and product name.

8. Operations on the day: The Organizer will explain the schedule in advance
   (for example: meet at 6–7 AM → load items → move to the venue → after the Event, return to the kitchen).

9. Violations: Breaches may result in fines and/or removal from the kitchen. All related costs are borne by the Vendor.
   
   

Article 15 – Governing Law and Jurisdiction

1. These Guidelines are governed by the laws of France.

2. Any disputes relating to the Event or these Guidelines will be submitted to the courts of Paris, France, including the Tribunal de Commerce de Paris for commercial matters.